Administrative Assistant

Cumming Management Group•San Jose, CA

4d•$23 - $30

About The Position

At Cumming Group, you will work on some of the world's most exciting projects in a dynamic environment where your success is measured by the impact you make. We are one of the fastest-growing project and cost management consultancies in the United States, as reflected in our top 10 rankings in ENR. With over 60 offices globally, an extremely diverse project portfolio, and double-digit year-over-year revenue growth, the opportunities to make your mark are limitless! The Administrative Assistant is responsible for administrative support services. Duties may include: answering the telephone, receiving/posting mail, utilizing Microsoft 365, setting up and maintaining filing systems, managing document control systems, and general administrative support as required by the local and remote teams assigned to this location. The selected candidate will support the Mountain View and San Jose offices.

Requirements

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines effectively.
Excellent verbal and written communication skills. Ability to interact professionally with internal and external stakeholders.
Meticulous attention to detail with a focus on accuracy and quality in all tasks.
Ability to adapt to changing priorities and work effectively in a dynamic environment.
Alignment with the organization's values and commitment to fostering a positive work culture.
Consistently punctual and reliable, demonstrating the ability to arrive at the office on time each day.
Minimum of 2 years of experience in administrative support roles, preferably in a fast-paced office environment.

Nice To Haves

Familiarity with Concur and document management systems is a plus.
College degree preferred or certification in office administration.

Responsibilities

Provide efficient administrative support to ensure the smooth operation of the office. This includes managing correspondence, scheduling appointments, and coordinating meetings.
Procure office supplies, maintain an inventory of stock, and ensure the kitchen and supply rooms are adequately stocked. Monitor usage and reorder supplies as needed to support office operations.
Greet and welcome guests, including traveling team members, and direct them to the appropriate person and conference room. Provide assistance and ensure visitors feel welcomed and attended to during their time in the office.
Draft agendas for meetings, attend sessions, take comprehensive notes, and produce accurate meeting minutes. Ensure that all relevant information and action items are documented and communicated effectively to attendees.
Assist new hires with company procedures, standards, and guidelines to facilitate a smooth transition into the organization. Provide a welcoming tour of the office and ensure that new employees have the necessary tools and resources to succeed in their roles.
Organize monthly birthday and anniversary celebrations, life celebrations (marriages, birth of babies, etc.), social hours, Lunch and Learns, and other office events. Coordinate logistics, decorations, catering, and activities to create memorable and engaging experiences for Team Members.
Establish and maintain filing systems to ensure easy access to documents. Manage document control systems to organize and track important records, ensuring compliance with company policies and procedures.
Serve as the primary point of contact for telephone inquiries, redirecting calls as necessary. Handle incoming and outgoing mail, including sorting, distributing, and processing as required.
Assist in the preparation and formatting of documents, reports, and presentations. Proofread materials for accuracy and completeness.
Act as a cultural ambassador, embodying the organization's values and promoting a positive work culture. Lead by example in fostering a collaborative, respectful, and inclusive environment.
Provide general administrative support to the project team, including coordinating travel arrangements, managing expense reports, and assisting with project-related tasks as needed.
Other duties as assigned.
Attendance at work during normal business hours.